Success with your room management - How to choose the right tool

6 min

Event spaces, conference rooms and properties

Introduction

Digitize your offering of business space rentals - whether event spaces, conference rooms, or properties. A room management software provides a flexible booking solution, an occupancy schedule for internal management, and enables efficient sharing of your resources.

What is a room booking system?

A room booking system is used for the efficient management of rooms that need to be made bookable for employees or external parties. All your resources are listed in a system that is easy to manage intuitively. With the support of a room booking system, you can effortlessly rent out your rooms online and manage occupancy schedules. By organizing your rooms with additional bookable equipment in an efficient way, you save time and costs due to the reduced administrative effort.

We demonstrate the added value a room booking system brings and what you should consider when choosing the right tool.

What are the advantages of a room booking system?

Time saving due to omission of arrangements & e-mail traffic
Make offer available anywhere and anytime to not only keep your members happy but also reach new customers efficiently
Integrated payment processing & invoicing
Automatic creation of statistics & evaluations
Improved productivity through process automation
Increase in sales due to fewer missed appointments (thanks to automatic reminders)
Time savings due to less administrative work
Simple booking process in one click
Personnel savings through keyless access

How does a room booking system work?

A room booking system helps you make your rooms available digitally. With such a tool, you can achieve optimal utilization and keep track of all available rooms with a digital dashboard. This saves you a lot of time and prevents booking chaos. Additionally, by listing your offerings digitally, you create more reach and become more appealing to your customers.

What function should the tool offer?

Maps & Floor Plans

The room booking system should offer the ability to accurately depict your premises. This not only gives you better oversight but also enhances the booking experience and orientation for your customers. Ideally, you can tell from colors whether a room is still available for booking or if it is already occupied.

Online Payment & Invoicing

Why use multiple tools when it can be easier? The most efficient way is if your room booking system also allows you to process online payments and automatically generate invoices. This saves you a lot of time and reduces the operational effort in accounting.

Mobile Optimized Booking Page

Many customers want to book rooms with their smartphone on the go. Therefore, the tool you choose should have an integrated booking page that is mobile-optimized. A non-responsive booking page can often lead to booking drop-offs.

Keyless Access

Make it even easier for you and your customers by offering keyless access. This way, they can quickly and easily open the room without having to ask you for the key or someone having to bring it over beforehand. The selected room booking system should therefore offer seamless integration to make the booking experience as efficient as possible for you and your customers.

Room management tools at a glance

	anny	Envoy	Locaboo	Skedda	Roomz
Integrated Payment Processing & Invoicing	✅	➖	✅	✅	➖
External Booking Area	✅	➖	✅	✅	➖
Booking via SSO	✅	✅	✅	✅	✅
Dashboard with Live Statistics	✅	✅	✅	✅	✅
Mobile Optimized Booking Page	✅	✅	✅	✅	✅
Detailed Configurability	Extensive	Basic	Extensive	Extensive	Limited
Calendar Real-Time Synchronization	✅	✅	➖	✅	✅
Digital Customer Management (CRM)	✅	➖	✅	➖	➖
Flexible Availability	✅	✅	✅	✅	✅
Web Applications Without Installation	✅	✅	✅	✅	✅
Room & Location Planner	✅	✅	✅	✅	✅
Customizable Widget	✅	➖	✅	✅	➖
Data Privacy Compliant	✅	✅	✅	✅	✅
Smartlock Integration	✅	✅	✅	✅	➖
Microsoft Office 365 Integration	✅	✅	✅	✅	✅
Community Management	✅	➖	✅	✅	➖
Conditional Booking Rules	✅	✅	✅	✅	➖
Free Starter Account	✅	✅	✅	✅	➖
Unlimited Users Without Extra Cost	✅	➖	➖	✅	➖

*All information according to providers' websites (as of September 2025).

Conclusion

anny: anny covers internal and external bookings with payments, community features, and a privacy-compliant platform for unlimited users at a low cost.

Envoy: Envoy offers a comprehensive workplace suite with room booking, maps, and analytics, but is primarily oriented towards internal use.

Locaboo: Locaboo supports external bookings, invoicing, smart lock integrations, and community management, while calendar synchronization is limited.

Skedda: Skedda enables flexible booking rules, two-way calendar synchronization, and integrated payments for various use cases.

ROOMZ: ROOMZ focuses on internal bookings with displays, sensors, and floorplans, without emphasis on external payment or CRM functions.

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